What is Visitor Management System? and How to Build it?

App Templates
What is Visitor Management System? and How to Build it?

What is Visitor Management System? and How to Build it?

App Templates
September 12, 2022
8 Mins
What is Visitor Management System? and How to Build it?

Visitor management and customer experiences can be improved through the use of automated visitor management processes. The industry has been observing the growing demand for digital customer experiences and with it, a shift from person-to-person services to a more one-to-many engagement model. This means that businesses are looking for ways to engage people differently using mobile technologies.

Automating visitor management processes using mobile applications has been the objective of many SMEs and enterprises. In this article, we will show you how you can streamline visitor management of your business through simple No Code apps without coding.

What is Visitor Management System?

A Visitor Management System (VMS) is a technology used to track and manage guests in a professional setting or facility. This can include offices, schools, hospitals, or any other establishment that welcomes a significant number of visitors regularly. The system's primary purpose is to increase security, improve efficiency, and enhance the overall visitor experience.

Traditional visitor management methods, like a paper logbook, have several limitations. They can be time-consuming, difficult to manage, and lacking in privacy and data security. A Visitor Management System automates this process, providing a more secure and efficient solution.

Typically, a Visitor Management System may perform the following functions:

  1. Visitor Registration: It allows visitors to register their details like name, contact information, and purpose of visit. This registration can be done upon arrival or, in some cases, in advance through online pre-registration.
  2. Identity Verification: The system may include features to verify a visitor's identity, for example, by scanning an ID or taking a photograph.
  3. Badge Printing: Once registered, the system can print a personalized visitor badge, which can help staff members identify and welcome visitors.
  4. Check-In/Check-Out Tracking: The system keeps a record of entry and exit times for each visitor, providing a clear overview of who is on the premises at any given time.
  5. Visitor Information Database: It maintains a database of all visitor information, which can be useful for analytics, future reference, and in case of emergency.
  6. Notifications: The system can notify the relevant staff member when their visitor arrives or even send reminders to visitors about their upcoming visit.
  7. Non-Disclosure Agreements (NDAs) or Other Legal Documents: If required, the system can prompt visitors to electronically sign NDAs or other legal documents as part of the check-in process.

Clappia - No Code Platform

Clappia is a No Code platform to create business-process apps without coding. Anyone with basic excel skills is able to create effective mobile apps, just by using simple drag-and-drop blocks, and effectively automate business processes including visitor management solutions.

Clappia - No Code Platform

Automating visitor management processes with mobile apps has never been so easy. Today, you can create an automated visitor management system using No Code mobile apps in Clappia to manage your users from anywhere.

Visitor Management Automation in Clappia

Let us consider a bundle of mobile apps for Visitor Management system already built and available to use on the Clappia App Marketplace:

1. Officials Master - This app is used to enter all the details of residents/officials in the building. 

2. Visitor Enlistment - This app is used to get the details of the visitor, the official to visit, the purpose of visit, date and time of visit, etc.

Automation Flow of Visitor Management Apps in Clappia

1. Officials Master - Enter the list of all the officials in the building and their details. The officials master app is used by the visitor enlistment app to pull data from the officials master to the visitor enlistment app.

Section - Official Details

Name - Enter the name of the official in the building

Mobile - Enter the mobile number of the official

Email - Enter the email of the official

Designation - Enter the official’s designation

Block - Block name or block number of the building the official is located in. 

Floor/Cabin Number - Enter the floor number or cabin number of the official.

The below image shows a basic layout of the Officials Master app.

Official Details

2. Visitor Enlistment - Visitor details will be recorded in this app. Along with that other details such as the reason for the visit, visiting official, check in time, etc, are also recorded.

Section - Visitor Details

Visitor Name - Enter the name of the visitor

Mobile Number - Enter the mobile number of the visitor

Visitor Email - Enter the visitor’s email address.

Address - Enter the address of the visitor.

Vehicle Number - Enter the vehicle number of the visitor.

(if the visitor has a vehicle parked at the office premises)

Take a photo - Click a photo of the visitor and upload the same.

Purpose of Visit - Write the purpose of visiting the official.

Details about the visit - Enter the details about the visit to the official.

Select Official to be visited - Select the official to be visited from the list and other details such as name, designation, block, and floor/cabin number will be automatically fetched from the Officials Master app.

Check-In Date and Check-In Time will be automatically filled to the current date and current time.

The below image shows a basic layout of the Visitor Enlistment app.

basic layout of the Visitor Enlistment app.

Visitor Details

Visitor Details

Process Flow

The visitor Enlistment app sends a notification to the official in the building to approve the visitor. The official can view and acknowledge entries directly from the submissions page. (Clappia mobile app needs to be installed on the official's as well as Gate Entry Manager's phone)

From the submissions page, the gate entry manager can search the submissions using any filter and close the visit in the same way while the visitor leaves the premises.

Clappia Mobile Apps work in Offline mode

In case of poor internet connection, the official master data and the visitor data filled in the apps can still be submitted. All the data gets synced automatically once the smartphone is connected to a stable internet connection.

Use these apps and automate the Inventory Management of your business - Clappia App Marketplace

Customize all the mobile apps in the Clappia App Marketplace suitable to your business needs and try them out for free.

FAQ

1. What is automated visitor management system?

An automated visitor management system is a software solution designed to streamline and enhance the process of managing visitors in various facilities, such as offices, schools, hospitals, or events. It replaces traditional paper-based sign-in methods with a digital system that automates visitor registration, check-in, badge printing, and record-keeping, improving security, efficiency, and visitor experience.

2. What are the benefits of a visitor management system?

Benefits of a visitor management system include:

  • Enhanced security
  • Improved efficiency
  • Better visitor experience
  • Enhanced record-keeping
  • Real-time monitoring
  • Compliance and data privacy
  • Improved emergency preparedness
3. What is the purpose of visitor management?

The primary purpose of visitor management is to ensure the security, safety, and smooth operation of a facility by effectively managing the presence and activities of visitors. Key objectives of visitor management include:

  • Identify and track visitors
  • Control access to restricted areas
  • Enhance safety measures
  • Improve operational efficiency
  • Maintain compliance with regulations
  • Create a positive visitor experience
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